To link to the entire object, paste this link in email, IM or documentTo embed the entire object, paste this HTML in websiteTo link to this page, paste this link in email, IM or documentTo embed this page, paste this HTML in website

1
Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller
PAYROLL
Employee Name and Social Security Number
Entries in HCM
When entering a new employee’s name and social security number (SSN)
or updating a current employee’s name, please verify the name and social
security number being entered is exactly as it appears on the employee’s
social security card. This is critical in reporting not only the W-2 wages at
year end but the Affordable Care Act (ACA) required health offer/coverage
information. If the name and SSN does not match the Social Security
Administration (SSA) records, the employee’s wages may not be credited
to their social security account. Additionally, if the name and SSN do not
match, the employee may not be reported correctly for ACA purposes
which could result in an IRS letter to the employee for possible lack of
health coverage or an IRS letter to the agency for possibly not offering
coverage.
Beginning Sept. 8, 2007, the Social Security Administration updated the
social security card. The number holder’s name will always be printed on
two lines, with the last name printed directly below the first and middle
names. If you receive a prior version from an employee and are unsure,
please ask the employee to verify the first, middle, and last names.
Additionally, compound names do not need to be hyphenated. If an
employee provides a name with an apparent compound or multiple last
names, ask the employee which name is the beginning of the last name
and which (if any) is the middle name.
Please update the employee’s name in the HCM system as instructed in the
COR301 Part II manual beginning on page 42 (Navigation: Workforce
Administration > Personal Information > Modify a Person). You can enter
the name that the employee currently uses as their paycheck name if
desired so their paycheck will continue to have the same name as in the
past but their employee record and W-2 information will match their social
security card.
>> Back to Top
Volume 27, Number 2
Fiscal Year-2017
August 17, 2016
In This Issue ...
· Employee Name and
Social Security Number
Entries in HCM
· OMES Form 94P,
Request for
Overpayment Refund -
Updated
· OMES Form PWC,
Payroll Warrant
Cancellation
· Payroll Processed Before
a Reversal is Completed
· Searching for Individuals
using the Statewide
Employee View
· Taxability of Gift Cards,
Certificates, and
Coupons
· New Group Emails for
Transaction Processing
Contacts
· Procurement
Information
Memorandum (PIM)
2002-01
· Package Z Changes
· 16th Annual Oklahoma
Payroll Conference
· APA Preparing for Year
End and 2017
· Payroll Law 2016

1
Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller
PAYROLL
Employee Name and Social Security Number
Entries in HCM
When entering a new employee’s name and social security number (SSN)
or updating a current employee’s name, please verify the name and social
security number being entered is exactly as it appears on the employee’s
social security card. This is critical in reporting not only the W-2 wages at
year end but the Affordable Care Act (ACA) required health offer/coverage
information. If the name and SSN does not match the Social Security
Administration (SSA) records, the employee’s wages may not be credited
to their social security account. Additionally, if the name and SSN do not
match, the employee may not be reported correctly for ACA purposes
which could result in an IRS letter to the employee for possible lack of
health coverage or an IRS letter to the agency for possibly not offering
coverage.
Beginning Sept. 8, 2007, the Social Security Administration updated the
social security card. The number holder’s name will always be printed on
two lines, with the last name printed directly below the first and middle
names. If you receive a prior version from an employee and are unsure,
please ask the employee to verify the first, middle, and last names.
Additionally, compound names do not need to be hyphenated. If an
employee provides a name with an apparent compound or multiple last
names, ask the employee which name is the beginning of the last name
and which (if any) is the middle name.
Please update the employee’s name in the HCM system as instructed in the
COR301 Part II manual beginning on page 42 (Navigation: Workforce
Administration > Personal Information > Modify a Person). You can enter
the name that the employee currently uses as their paycheck name if
desired so their paycheck will continue to have the same name as in the
past but their employee record and W-2 information will match their social
security card.
>> Back to Top
Volume 27, Number 2
Fiscal Year-2017
August 17, 2016
In This Issue ...
· Employee Name and
Social Security Number
Entries in HCM
· OMES Form 94P,
Request for
Overpayment Refund -
Updated
· OMES Form PWC,
Payroll Warrant
Cancellation
· Payroll Processed Before
a Reversal is Completed
· Searching for Individuals
using the Statewide
Employee View
· Taxability of Gift Cards,
Certificates, and
Coupons
· New Group Emails for
Transaction Processing
Contacts
· Procurement
Information
Memorandum (PIM)
2002-01
· Package Z Changes
· 16th Annual Oklahoma
Payroll Conference
· APA Preparing for Year
End and 2017
· Payroll Law 2016